Booking Coordinator

POSITION: Booking Coordinator                         

DEPARTMENT: Booking       

REPORTS TO: Booking Manager      

FLSA STATUS: Nonexempt, Hourly             

LEGENDS & ASM GLOBAL

Two powerhouse companies have joined forces to redefine excellence in sports, entertainment, and live events. Together, we combine unmatched expertise with a global reach, offering end-to-end solutions – from venue development and event booking to revenue strategy and hospitality.

Legends brings a 360-degree, data-driven approach across Global Partnerships, Hospitality, Merchandise, and Attractions, working with top-tier clients to deliver exceptional experiences.

ASM Global, the world leader in venue management and live event production, oversees 350 iconic venues stadiums, arenas, conventions centers and theaters.

Our organization is committed to building an inclusive, innovative environment where differences drive solutions that benefit our team members, guests, and partners. Guided by our values of respect, integrity, and accountability, we create a workplace where everyone can succeed. Are you ready to be part of the team that is transforming live entertainment? Join us to make legends happen!

THE ROLE

The Booking Coordinator reports to the Booking Manager and aids in all aspects of booking and scheduling events at ASM Global managed venues in Grand Rapids, Michigan. Responsible for delivering detail-oriented support to the Booking Department in their efforts to host a superior level of programming, private and special events, and deliver effective relationships with clients, promoters, tenants, staff, and guests. This position requires knowledge of the live entertainment industry along with current trends (local, regional and national) including genres, demographics, ticketing, marketing, promotions, and social media.

Essential Duties and Responsibilities

(Other duties may be assigned)

• Build and maintain relationships with clients, promoters, agents, event producers, and venue stakeholders, acting as a liaison to provide high levels of service.
• Manage event bookings, including calendar coordination, updating records, and responding to availability requests in a timely manner.
• Ensure high standards of professionalism, attitude, and appearance at all times.
• Organize and maintain client files, databases, reports (e.g., attendance, merchandise, event trackers), and other records in a consistent, organized manner.
• Coordinate the creation, review, and execution of contracts and proposals, ensuring all necessary documentation (e.g., deposits, insurance) is complete before event deadlines.
• Collaborate with the Booking Department to establish and uphold booking guidelines, policies, and procedures.
• Assist in activities of the Booking Department, including creating proposals, estimates, offers, sales calls and contracts.
• Disseminate event information across departments, ensuring clear communication of details like event changes, cancellations, and logistics.
• Coordinate site visits, meetings, and day-of-show client hospitality, including venue reservations and preparations.
• Identify low-usage periods and collaborate with the Booking Department on strategies to increase revenue during these times.
• Support the development of in-house events and promotional materials to drive additional revenue and sponsorship opportunities.
• Conduct market research on industry trends, compile statistical reports, and keep the Booking Department informed.
• Represent the venue at trade shows, industry events, and community outreach initiatives.
• Meet regularly with the Booking Department to discuss event goals and strategies, maintaining strong interdepartmental relationships.
• Provide administrative support, respond to inquiries, and act as a liaison for promoters, agents, and other professionals as needed.

Supervisory Responsibilities (if the specific role needs it)       

This position does not have supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience          

• Bachelor’s Degree or better from an accredited college or university in Business/Hospitality Management or related field preferred.
• Minimum of two (2) years of industry-related administrative experience with experience in booking and special event sales.

Skills and Abilities  

• Ability to type at least 40 wpm
• Ability to use all office equipment (telephone, computer, calculator, fax machines, copy machines, mail equipment)
• Highly detail oriented, able to multi-task, and work in a fast-paced environment
• Good communication, problem solving and organizational skills.
• Strong written and verbal communication skills
• Strong interpersonal skills with proven ability to build and cultivate relationships
• Ability to work with, and maintain, highly confidential information
• Knowledge of principles and practices of marketing, sales, and public assembly management
• Ability to work independently to perform job, as well as in a team environment
• Ability to think critically, analyze information, and find mistakes
• Ability to prioritize workload and meet strict deadlines
• Must be a self-starter and have ability to work under minimal supervision
• Ability to work flexible schedule including extended/irregular hours, nights, weekends, and holidays

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORKING CONDITIONS

Location: On-Site

NOTE:

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends & ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.